NOTE: This topic applies only to Advanced Spreadsheet Roll-Ups from Summer 2005 and later releases. If you are working with a prior release, please see “Web Part Properties (Pre-Summer 2005 Only)” instead.
The fields on this tab are used to enable and disable aspects related to the display of items in the roll-up. For example, you can enable or hide links that allow users to edit items. Additional fields are used to define the font, style, and background color of the sites and lists named in the roll-up, as well as any dates and times included in the display.
When you are finished making your selections on this tab, click any other administration tab to save your changes and keep the administration interface open, or click OK to save your changes and return to the roll-up display.
When this checkbox is selected, the "Edit Item" icon is included in the roll-up display so users can edit items from the web part. When this checkbox is left blank, users can only view list items. Spreadsheet roll-ups do not offer “Add Item” links.
When this checkbox is selected, the field names from the list will be included as headings at the top of the roll-up display. Users will be able to click on the field headings if they want to change the sort order of the display.
This property only applies to document libraries. When this checkbox is selected, the document roll-up display will include an icon to represent the document type. When it is not selected, no icon will be included in the return.
When this checkbox is selected, users can click a link to go directly to the item within the roll-up display. If you choose to leave this checkbox blank, you can use it in conjunction with the Show Site and List Links option (described below) to remove a user’s ability to go directly to a list from within the web part.
When this checkbox is selected, the display of the site name and list name for each item returned include a clickable link.
This field is used to identify the name of the heading for the column that displays document type icons. It is only used when “Show Icons for Document” (described above) is selected, and it only applies to document libraries.
This field is used to define the maximum number of items that will be displayed on each page of the spreadsheet return. A Next/Previous link will be included in the display if the number of items returned is greater than the number entered here.
This field allows you to define some of the information returned in the spreadsheet display. The format of this return allows for three variables:
• <%Site%> - Site title where list item exists
• <%List%> - List title where lists item exists
• <%ListItem%> - List item Main Field returned
The format can be returned in any way, provided that the variables entered are correct. For example, you can return the List Title along with the List Item Title. This can be done by placing "<%List%> & <%ListItem%>" within the text box, where "&" can be substituted for any character or phrase or can simply be removed. You can also switch the order by place the "<%ListItem%>" before the "<%List%>".
This field allows you to alter the return of date-type fields. By default, SharePoint displays date/time fields as MM/dd/yyyy, hh:mm:ss. If you wish to have all dates or times returned show only a time or a date, you can use the following parameters.
The Sorting Options section of the Display tab allows you to define how roll-up results are sorted. In the past, you could click on a column heading to change the way a roll-up was sorted, but the default sort would resume the next time you returned to the display. Now, these settings enable you to “lock in” the desired sort order. You can select up to three fields to sort on in a single roll-up.
Because a roll-up can reference multiple schemas, each of which can reference columns with different names, you need to identify the schema you want to work with when defining a custom sort.
The steps to define a custom sort are as follows:
1. Place the roll-up web part on the page and make the appropriate site and list selections, plus any other web part property settings necessary on the administration interface.
2. Access the Display tab and select the first schema you want to work with from the Schema for Sort Order field. Note that the schemas listed in this drop-down are limited to the schema(s) you chose on the Sites and Lists tab.
3. Use the drop-down fields and radio buttons below the Schema for Sort Order field to define the fields and order to use to sort the roll-up results. You can sort on up to three fields; if you want to sort on only one or two fields, leave the other drop-down(s) blank.
NOTE: As of with Summer 2005, all fields in the schema are available for sorting. Past versions of the Workplace Suite only allowed you to sort on certain fields that were identified for sorting in the schema.
5. Select the next schema from the Schema for Sort Order field, then select the desired fields and sort order as described above.
6. When you are finished, click Apply or OK. All of your changes are saved, including all of the sort rules defined above.